CERTIFICATION OF POSSESSION OF UNIVERSITY FUNDS

POLICY

Campus cash fund custodians, i.e., change funds and petty cash funds,
will be required to certify on June 30 of each fiscal year that they
possess the funds and are using the funds in compliance with the
prevailing campus policy and procedures.

REFERENCES

Systemwide Business and Finacne Bulletins

BUS 28

Property, Equipment, Money and Security Losses as a Result of
Fire, Theft or Other Causes

BUS 49

Cashiering Responsibilities and Guidelines

G 29

Definition of Responsibilities Pertaining to Known or Suspected
Defalcation

Based on the listing of cash custodians that appear in the May 31
General Ledger, the Accounting Office will mail to each custodian, prior
to June 30, a Certification Statement, Exhibit A.
A Cash Count Worksheet, Exhibit B-1 or B-2
depending on the type of fund the custodian possesses,
will be included in the mailing.

Upon receipt of the mailing, the custodian will check if the name and
amount on the Certification of Possession of Campus Cash Funds,
Exhibit A, is correct.
If there is an error, the custodian should call the General Accounting
Division, Accounting Office, extension 4074.
If the data is correct, the custodian should retain the mailing until
the cash count is performed on June 30.

The type of Cash Count Worksheet
(Exhibit B-1 or B-2)
the custodian receives will depend upon the type of funds they possess.

Change Funds (Exhibit B-1)

On June 30, the custodians will fill in the date, their name, amount of
fund and the name of their activity/department.
As the cash is counted, the amounts of currency and coins should be
listed.
The total at the end of the count should be equal to the amount that is
issued to the custodian.
Any variance, i.e., cash over or short, should be noted in the comment
section of the worksheet if the cause of the variance is known.
The custodian should have a witness to observe the cash count and their
signature should appear below that of the custodian at the bottom of the
worksheet.

Petty Cash Funds (Exhibit B-2)

On June 30, the custodians will fill in the date, their name, amount of
fund and the name of their activity/department.
As the cash is counted, the amounts of currency and coins should be
listed.
Since the count is to take place on June 30, the final Petty Cash
Reimbursement Schedule, Exhibit C, for the fiscal year should have
been forwarded to the Disbursement Division, Accounting Office.
A copy of this Schedule should be attached to the worksheet and the
requested amount should be listed in the cash recapitulation section of
the Cash Count Worksheet.
Total of the currency, coin and reimbursement request should equal the
amount that is issued to the custodian.
Any variance, i.e., cash over or short, should be noted in the comment
section of the Cash Count Worksheet if the cause of the variance is known.
The custodian should have a witness to observe the cash count and their
signature should appear below that of the custodian at the bottom of the
worksheet.

RESPONSIBILITIES

Change Fund Custodians

Return signed Certification of Possession of Campus Cash Funds and
completed Cash Count Worksheet to General Accounting, mail code
Q-027, as soon after June 30 as possible.

Petty Cash Fund Custodians

Return signed Certification of Possession of Campus Cash Funds and
completed Cash Count Worksheet (attach copy of Petty Cash
Reimbursement Schedule) to General Accounting, mail code Q-027,
as soon after June 30 as possible.

Accounting Office

The certification letters and Cash Count Worksheets will be mailed
to the custodians so that they may respond on a timely basis.
All returned certification letters will be reviewed and all necessary
accounting responsibilities will be performed.
There will be a follow-up on all certification letters which were not
returned.

Exhibit A

To: Frank R. Cvar
Subject: Certification of Possession of Campus Cash Funds
Attention: General Accounting Division, Q-027
I certify that on June 30, 19___ , I had in my possession and under my control $ ____________ in ______________________ funds and that these funds are being administered in compliance with campus Policy and Procedure Manual 300-10, Petty Cash Funds, or Policy and Procedure Manual 300-20, Sub Cashiering and Change Funds. The Cash Count Worksheet, signed by the cash count witness, is enclosed.
_____________________________________
Fund Custodian Signature Date
_____________________________________
Department/Activity
Enclosure